Tutorial

Create a List/Library Action

When creating a project tool, it may be appropriate to dynamically create a list or library for each project. This is especially appropriate for large projects. Typically this is done manually by an administrator in the site. This is another case where Infowise provides a method to automate this action. The library can be named dynamically based on the data created by the user in the add form.

Note: This video shows creating Actions with an older version of Ultimate Forms. The process remains the same, but the way you access Ultimate Forms has changed a little.

If you’re in the SharePoint Modern experience, the link for Ultimate Forms will be on the menu bar of your list or library (if it’s not visible, you can also get to Ultimate Forms via the site contents).

The Ultimate Forms home page has a new and improved look.

Verify you’re working in the list or library you want.

To open the Actions feature, click the Actions link in the Business Logic section of the menu. Once you’re in the tool, the process is the same as shown in the video.

Instructions

  • Create a Create a List action
  • Set the action to occur only for the add form.
  • Hide the action from the user.
  • If necessary, use the impersonation setting so that the library can be created by all users.
  • Use a dynamic value for the library Name which corresponds to the new list record.
  • No conditions are needed. This should be creted once on the new form.
  • Usually you should not use the Quick Launch option.

 

In Office 365 actions are hidden from the users by default. In this case, simply leave "Manual execution" unselected. Also the "Column Name" selection is not present in Office 365. The interface looks slightly different as shown:

Summary

This is another example where automation can replaced what is typically done manually by users.

Share lists and document libraries can sometime lead to problems where users my step on each others toes or get confused when there information is mixed together.

Creating an independent document library pertaining to each project record provides a structure that can eliminate these kinds of "shared resources" problems.

Last modified: 9/24/2019 8:13 PM
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